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Privacy Policy
Last updated October 5, 2026
This policy explains what ClientSafeAI (“we”, “us”) collects when you use clientsafeai.com, Document Processing, or the Private AI Workspace, what we do with it, and how long we keep it. Questions go to support@clientsafeai.com.
The short version
- Nothing you upload or ask is ever used to train, fine-tune or evaluate any model.
- We don't sell personal data, and we don't use it for advertising.
- Document Processing deletes your file, its extracted text, your email address and the file's name about five minutes after your result is delivered. Encrypted database backups roll off within six months.
- Each Private AI Workspace runs entirely on its own dedicated server in the US. The website and Document Processing are hosted in Finland (EU).
- This website sets no cookies.
What we collect, and how long we keep it
| Where | What we collect | How long we keep it |
|---|---|---|
| Document Processing | The PDF you upload, the text extracted from it, its file name, size and page count, the price, and the email address you give (optional). | The file, extracted text, email address and file name are deleted automatically about five minutes after your result is delivered. If you never pay, or processing fails, they are deleted 48 hours after the last activity. A record with the price, page count and timestamps stays as proof the document was processed and deleted. A job still in progress during a nightly backup can remain in that backup until it rolls off (see Backups). |
| Workspace account | Your name, email address, role, and password (stored only as a bcrypt hash). Email addresses of teammates you invite. | While your workspace exists. See “Deleting your data” below. |
| Workspace content | Documents you upload, the text extracted from them, your questions, the answers and their citations. | While your workspace exists, including after you cancel, so you can come back to it. Deleted when you ask. |
| Call and meeting recordings | Recordings you upload, their file name and length, and the transcript made from them. | The audio is deleted as soon as it is transcribed, or as soon as transcription fails. The transcript is Workspace content: kept while your workspace exists, until you remove it. |
| Payments | Stripe collects your card details directly. We never see or store a card number. We keep the Stripe customer and subscription IDs, and your subscription status. | While your workspace exists. Stripe keeps its own payment records as the law requires. |
| Contact and customization forms | Your name, email address, and what you write to us. | As long as we need to answer you and keep a record of the conversation, or until you ask us to delete it. |
| Server and network logs | Our servers and Cloudflare, which sits in front of them, record technical details of each request, such as IP address, time and page requested. | Kept only as long as needed to run, secure and debug the service, and used for nothing else. |
| Backups | An encrypted copy of our own database, taken every night. It includes billing records, contact form messages and any Document Processing job in progress at that moment. Workspace content is not in it: each Workspace keeps its database on its own server. Uploaded files themselves are not backed up. | Stored with Hetzner in Finland. Each copy is deleted within six months. Backups are used only to restore the service after a failure. |
How we use it, and what we never do
We use your information to provide what you asked for: to process and deliver a document, run your workspace, take payment, send the emails the service needs, answer your messages, and keep the service secure. That is the whole list.
- No training. No document, recording, transcript, question or answer is used to train, fine-tune or evaluate any model, on any plan. There is no setting to change because there is nothing to opt out of.
- No selling, no advertising. We don't sell or rent personal data, and we don't share it for targeted advertising.
- No reading your content. We don't look at your documents or questions unless you ask us to for support, or the law requires it.
How your documents are processed
Document Processing reads the text layer of your PDF on our own server. If the PDF is a scan, OCR software (Tesseract) reads its pages on that same server. No AI model and no outside OCR or vision service is involved, and your file is never sent anywhere else.
The Private AI Workspace runs entirely on a server dedicated to your workspace: the app, its database, your files and the AI model that answers questions. Your documents, questions and answers stay on that server, apart from its encrypted nightly backup. We don't send your content to any third-party AI provider, or to our own servers.
Call and meeting recordings are uploaded to your workspace's own server and transcribed there by open-source speech-recognition software (whisper.cpp). The audio is never sent to a third-party speech service or to our servers, and it is deleted as soon as the transcript is made. From then on the transcript is treated like a document's text.
Where your data is hosted
Each Private AI Workspace runs on its own dedicated server in the United States (GPU Mart): the app, its database, uploaded files and recordings, OCR, transcription and the AI model. If you use a Workspace from the EU or UK, what you upload and ask is stored and processed in the US. Its nightly backups are encrypted on that server, and the copy kept off it is stored with Backblaze in the US. Our own server, in Helsinki, Finland (Hetzner), runs the website, checkout, billing and Document Processing, and keeps its own backups. For a Workspace it holds only your account and billing details, never its documents, questions or answers.
Who else handles your data
A small number of providers help us run the service. Each gets only what its job needs:
| Provider | What it does | Location |
|---|---|---|
| Hetzner | Our server for the website, checkout, billing, Document Processing and their backups | Finland (EU) |
| GPU Mart | The dedicated server each Private AI Workspace runs on, with its data, AI model and transcription | United States |
| Backblaze | Storing the encrypted off-site copy of each Workspace’s nightly backup | United States |
| Cloudflare | DNS, encryption and delivery of all traffic to our servers | Global |
| Stripe | Payments, invoices and subscription billing | United States / EU |
| ZeptoMail (Zoho) | Sending service emails | United States |
| PostHog | Cookieless analytics on this website only | EU |
We may also disclose information if the law requires it, to protect someone's safety, or as part of a sale or merger of the business, in which case this policy continues to apply to it. The Data Processing Agreement has the full subprocessor terms.
Emails we send
Only the ones the service needs: your Workspace welcome email, password resets, team invitations, and a “your document is ready” message if you gave an email at upload. Stripe sends payment receipts. We don't send marketing email.
Cookies
This website sets no cookies. The Workspace app sets one cookie, csa_session, which keeps you signed in for up to 30 days. It is required for the app to work and is not used for tracking. Stripe's checkout page, on stripe.com, sets its own cookies under Stripe's privacy policy.
Website analytics
This website counts page views and a few steps of the purchase flow (a price quote shown, a checkout started, a document paid for) with PostHog, hosted in the EU. When a link names where it came from, such as a guide page or one of our emails, that name is counted with the visit. It sets no cookies and gives your browser no lasting identifier, so a return visit isn't linked to an earlier one. It never records your screen, what you type, file names, email addresses, or anything from a document you upload. Nothing inside the Workspace app is tracked.
Security
All traffic is encrypted in transit, between your browser and Cloudflare and between Cloudflare and our servers. Passwords are stored only as bcrypt hashes. The sign-in cookie can't be read by page scripts. Requests are rate-limited, and each workspace's data is kept separate from every other workspace's. No system is perfectly secure; if a breach affects your data, we will tell you without undue delay.
Your rights and deleting your data
You can ask us for a copy of your data, to correct it, to export your Workspace documents, or to delete it. Email support@clientsafeai.com from the address on your account. We will do it within 30 days, and we will confirm when it's done. Deleted data leaves our encrypted backups as they roll off, within six months.
Cancelling a Workspace subscription does not delete its data, so you can resubscribe and pick up where you left off. If you want it gone, ask and we will delete it.
EU and UK visitors: we process your data to perform our contract with you, to meet legal obligations such as keeping payment records, and for our legitimate interest in running and securing the service. You can also ask us to restrict processing, or to give you your data in a portable format. You can object to processing, and you can complain to your local data protection authority.
US state privacy laws: we don't sell personal information or share it for cross-context behavioral advertising. You have the rights above whatever state you live in.
Client documents: when a firm uploads its own clients' documents, the firm decides how that data is used, and we process it on the firm's behalf under our Data Processing Agreement. If you are one of those clients, contact the firm first. We will help it answer your request.
Children
ClientSafeAI is for businesses and isn't directed at anyone under 18. We don't knowingly collect data from children.
Changes to this policy
If we change this policy, we'll update the date at the top. For a material change, we will email Workspace owners before it takes effect.